Non-Profit Meetings Manager
CLIENT ASSOCIATION: Society for Immunotherapy of Cancer, SITC
REPORTS TO: Senior Meetings Manager and Director of Meetings
DIRECT REPORTS: None
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week)
GENERAL SUMMARY
The Society for Immunotherapy of Cancer (SITC) is a non-profit medical professional society of influential scientists, academicians, researchers, clinicians, government representatives, and industry leaders from around the world dedicated to improving cancer patient outcomes by advancing the science and application of cancer immunotherapy. The meetings manager supports the educational initiatives of the society by successful planning and implementation of the society regional programs and other events. Responsibilities include, but are not limited to management of onsite meeting logistics and operations; site selection; registration development, processing and reporting; housing block management and reporting; serving as a primary point of contact for inquiries pertaining to the Society’s educational programs, meetings and other initiatives; and providing support to the Senior Meetings Manager, Director of Meetings, and colleagues.
POSITION RESPONSIBILITIES (Minimum 37.5 hours/week)
- Oversee all logistical aspects of the meetings, including, but not limited to, preparing Request for Proposals (RFP) and managing the site selection process, working with the meeting venue and outside vendors to ensure successful completion of the meeting, and on-site coordination while meeting deadlines and budget demands
- Manage, coordinate, and implement all aspects of the registration process including database set up, form processing, payment collection and reporting, and confirmation distribution, badges, distribution of onsite materials, and manage onsite registration desk at live events, as needed
- Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, financial and budget comparison reports, post-event reports for leadership, etc.
- Coordinate content with the Education team or appropriate staff for distribution of Meetings related broadcast emails (registration and housing deadlines, etc.)
- Monitor the society events email box and respond to inquiries in a timely manner
- Troubleshoot and handle any issues that arise on the event day(s)
- Manage applications for ancillary events at Society live meetings
- Serve as the primary source of meeting information for member and delegate inquiries
- Develop and implement ship-out (timelines and processes) for all live meetings and activities
- Develop staff operations schedules and training materials for onsite staff of live meetings and activities
- Manage the development and production of onsite meeting signage
- Assist the SITC staff with travel arrangements, as needed
- Assist in the budget develop and monitoring of live events finances as well as provide appropriate tracking and trending reports. Process invoices.
- Manage the meeting supply inventory
- With assistance from SITC staff, maintain the competing meetings calendar
- Stay updated on new technologies, best practices, meeting industry trends, current news and regularly share findings with the Meetings team
- Develop, maintain, and provide regular status updates on project timelines.
- Other duties as assigned
EDUCATION/EXPERIENCE REQUIRED
Bachelor’s Degree preferred. CMP preferred. Minimum of 2-4 years event planning and implementation experience. Self-starter, capable of prioritizing work and problem solving. Excellent organizational, verbal and written communication skills required. Proven track record working in metrics-driven environment. Word processing and spreadsheet skills in MS Office environment essential. Professional demeanor and attention to detail necessary including the ability to manage multiple projects simultaneously.
OTHER REQUIREMENTS
- Travel of up to 2 weeks per year
- Some evening and weekend work, as needed
- Unrestricted mobility: must be able to walk great distances, move quickly from place to place, occasional lifting of up to 25 lbs. required at times.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)